FAQ - Frequently asked questions

We don't have a binding period in our contracts. We aim to build a product you want to keep using - not because you're stuck in a contract. 

All agreements have one month's notice period.  

Your monthly price is calculated from the number of employees in Hailey. Payment is made in advance by monthly invoice. You get an unlimited number of administrators.

Contact us for pricing details for your company size!  

Since we started building Hailey after GDPR entered into force in 2018, we have designed the system with GDPR in mind. We can thus guarantee the safe handling of personal data. Your settings and deletion policy decide how long the data is stored before making it unreadable. 

By centralizing your data in one place, you always know where it is, making it easy to delete it when needed. 

Hailey HR is a cloud-based HR system. It is quick to get started and requires no complicated installations. All sensitive data is stored on secure servers provided by our partner Upcloud. Upcloud is a Finnish company (FO number 2431560), with Finnish owners and data centers in Europe that comply with the GDPR. All personal data is encrypted and stored with Upcloud.

Other data that is not personal data is stored on European servers at Microsoft Azure (primarily in Amsterdam, with automatic backup in Dublin). No personal data is stored with Microsoft Azure.

Personal data is encrypted at rest using AES256. Communication with services is secured by HTTPS using TLS 1.2. Hailey HR is using crypto shredding to ensure maximum data security. It is the practice of rendering sensitive data unreadable by deliberately overwriting or deleting encryption keys used to secure that data.

You decide who will see what based on your roles and rights. By default, employees can only see limited information about the organization - and this can be tailored to your needs. The adaptation takes place in our authority structure, where administrators distribute rights regarding access to various parts of the system.

You can export all master data to an Excel-compatible file. There is step-by-step documentation on how to export your information from the system. For security and backup reasons, Hailey HR saves data 30 days after the end of the agreement, and then all data is deleted.

Data concerning the business relationship between you as a customer and Hailey (e.g., agreements and billing information) is saved.

It is possible to log in with SSO from Microsoft, Google and Okta. 

We use crypto-shredding to ensure maximum data security. It is the practice of rendering sensitive data unreadable by deliberately overwriting or deleting encryption keys used to secure that data. 

If a user wants to exercise their right to be forgotten, we can easily delete the appropriate key, effectively "shredding" the encrypted data.

I dagsläget erbjuder vi anonyma undersökningar för minst fem svaranden. Det går att bryta ner resultaten på avdelning, kontor eller chef för att kunna analysera datan ytterligare.

It is possible to write notes on employees that only managers with the right qualifications can see. Our flexible authorization structure enables you to tailor this.

Hailey can also help you handle meeting notes requiring both parties' signing. The documents linked to incidents are stored on the employee card.

We are working on features to allow customers to adapt some parts of Hailey to their company brand identity. The focus will be on new employment (preboarding / onboarding) and the company page. This is to ensure that we maintain our user-friendly design.

You can add specific competencies to the employees via custom fields and create an overview. 

Preboarding and onboarding are central functions that you tailor based on your needs and wishes. In the onboarding, you can include both images and text from managers and the team to create a welcoming start for your next colleague.

Yes. We have a straightforward integrated process for hiring! Our interactive guide will take you through the entire process. From initiating hiring, collecting personal information (like social security number, address, etc.), handling employment contract templates with control codes linked to the employee card so you avoid doing things twice. Signatures are handled through our built-in e-signature with digital signature or BankID. The signed agreement then automatically lands under the employee card - it's a smooth experience. 

If you use Teamtailor as your ATS, we have a complete integration so you can seamlessly connect the flow from candidate in Teamtailor to employee in Hailey.

It is perfectly possible to conduct policy work in Hailey. For example, you can send out policies for signing and then follow up on who has reviewed the policy and who hasn't.

You can handle forms populated with HR and employee data via our contract templates or upload ready-made pdfs for signing.

It is also possible to build dynamic policy documents in our contract editor to be able to revise them and then send out new versions quickly.

No, you still need a payroll system. But we do recommend that Hailey becomes the master system for all HR data. 

Both absence reporting and other employee data changes can be listed in our change report and exported to the payroll system. 

If your payroll provider offers an API, you can build an integration to send data directly to the payroll system. The actual payroll run is still done in your existing payroll system but with data from Hailey.

Hailey HR is not a benefits portal. On the other hand, you can build a clear overview of employees' benefits and compensation within the company by using our function for custom fields.

Many customers are used to handling master data in the payroll system. By moving this to Hailey, you will have more flexibility around roles and rights to offer both transparency and secure handling of personal data.

You can integrate Hailey with your Microsoft or Google accounts, your website, and other systems to provide a single source of truth that you can use throughout the organization. Another benefit of the flexibility is keeping your data in a place where you can add your own fields and use the system how it suits you best.

Absolutely! This is one of our main features. Each employee has a timeline where history is collected about, among other things, previous roles, managers, salaries, and agreements that have been signed.

Can I view multiple employees' data at the same time? Yes - with our employee list, you can easily view all employee data by selecting the columns and filters you are interested in.

It is possible to upload agreements and documents on an employee's employee card. The document types we support are currently: jpg, .jpeg, .png, .pdf, .doc, .docx, .xls, .xlsx. Documents and agreements signed in Hailey automatically end up on each employee's profile.

It is perfectly possible to use our contract bank for this. In addition to employment contracts, you can create appendices, written certificates, and termination forms. These are signed via e-signature or BankID through the system.

With the help of the export function in the employee list, you can create the types of reports you want, depending on your needs. The majority of data stored in Hailey is available for filtering.

Our Analytics section also has ready-made reports that cover common questions such as headcount, age & gender distribution, and salary levels.

Yes, built-in filters from the employee list are easily downloaded as Excel files.

The support from our Customer Success team is one of the most appreciated parts of Hailey among our customers. The team is available via email, telephone, and video conference during office hours.

We have built a knowledge base that contains clear guides where we step by step go through how you can use each of the features in the best way possible. Of course, we are only an email away if there are any questions.

Our Customer Success team will guide and help you through all implementation steps. This will ensure you get started quickly and guarantee everything works the way you want.  
 

First meeting - video call, about 60 minutes  

We go through the system and create your account to get you started in Hailey.  
 

We plan the onboarding together to ensure we have continuous dialogue throughout this phase. In most cases, we schedule a meeting a week until the implementation is complete and you go live. When the implementation phase is completed, you have access to our support for guidance and help in the system.  
 

How long does it take to get started? 

We have customers who go live to the entire organization in 2-3 weeks, while others need more time. Two factors usually decide how long it takes to go live. 1) How much focus and time you can allocate during the implementation, and 2) how much you want to change your existing processes when moving them to Hailey. From our side, it's fast, and we help you plan in a logical order.  
 

When you are live 

Every three weeks, you receive product updates to your email with all new features added to Hailey, so you don't miss anything. You can also book meetings with Customer Success when you want to go through functionality - we adapt to your needs. Some customers have standing meetings, and others want to contact Customer Success when needed. 

Our vision with the system is that it should be so simple and flexible that you do not have to spend much time on training to start using the tool. We are, of course, always here for you when you need us.  

We plan our road map according to our customers' needs, which means that you will also be able to influence future development by coming up with ideas and input.